Exploring Manager Actions

A manager is a user with access to their direct reports' user entities. A manager can view all of their employees’ training information.

Some key actions that managers may be able to perform:

• View assigned training, curriculum status, and overdue learning for their employees.
• Assign items and curricula.
• Register and withdraw users from classes.
• Send customizable overdue training reminders to direct reports.
• Change assignments due dates.
• Add history records for direct reports.
• Run reports for direct and indirect reports.
• Delegate responsibilities to other users.
• Assign alternate managers for their direct reports.
• Review training requests (as a Training Manager).

From the Learning Home Page, you can open the Team View page by selecting it from the Dashboards menu. The Team View page opens with your team members listed in the left-hand region.

The Team View screen provides a workspace to access team members’ assignments.

From here, managers can:

• Access the list of direct and indirect reports (subordinates)
• Easily view the status of an employee’s curricula, whether they have overdue learning, and whether they have recently completed history records
• View an employee’s Learning Plan
• Take various actions

When viewing an employee in the Team View screen, managers can access the following functions for each employee:

• Assign new Learning and Remove assigned learning
• Add to Learning History
• Manage Enrollment

• Send customizable overdue training reminders
• View History
• Assign Alternate Managers
• Complete Requirements
• Manage Observers

If the system is properly set up, a manager assigning an item to a user may be alerted with warnings if the item has already been assigned, recently completed, or has prerequisites.

A manager can remove learning activities that the user has self-assigned (or self-registered into) but may not remove curricula or other learning activities assigned by an administrator or via an assignment profile.

When managers run reports, they may run each report for just their own data, all of their direct reports, all subordinates (indirect included), or all subordinates, including their own data.

Managers can use the Register Others action on the Class Details page to register their employees for a class.

Managers can also use the Assign to Others action on the Item Details page to assign an item to their employees.

The Manage Enrollment tool allows managers to register or withdraw users from classes.

Available actions:

• Registering users into classes that have not started yet
• Withdrawing users from classes
• Registering users into classes that have a price (managers can use reserved seats, vouchers, and account codes)
• Notifying users, instructors, managers, and others of the enrollment or withdraw

Managers can approve or deny training requests from other users. This may include requests to register for a class, withdraw from one, or launch online content.

Other users who are not managers can also participate in the approval process if an administrator assigns them an approval role.

When employees first submit the approval request, they see a Pending Approval status. Approvers can view, approve, deny, or skip their requests. The employee receives an email notification for approved or denied requests, listing the reason provided by the approver.

When the last person in the process approves the request, the employee can register for the requested course or launch the online content.

Managers Can Identify Alternate Managers

Users might work for an extended period on projects that require them to report to a different manager. In this case, the manager (or an administrator) can add up to 10 alternate managers. Either alternate or primary managers can complete the primary manager's tasks.

Alternate managers cannot remove themselves. An administrator can remove any alternate manager, and primary managers may be allowed to remove alternate managers from their direct reports.

Managers Can Identify Delegates

The Manager Delegation feature enables managers to identify other users with manager responsibilities.

Managers use this feature to identify other users to act on their behalf. For example, the manager may take an extended holiday or be unable to access the user interface. Delegate managers will be responsible for all of the manager’s direct reports but may have some or all of the same permissions as the manager.

Users who are also instructors will have access the My Classes page. On the My Classes screen, an instructor may:

• View their scheduled classes and print the roster.
• View students who have registered for the course.
• Record completion for the course (manually or using QR codes).
• Add walk-ins to the registration (during class time).
• View time slot details and class document links.
• Track attendance by time slot.
• Launch a feedback survey for some/all students.
• Add to History for ad hoc training (that has not been created as a class).
• Update and view VLS accounts and launch a VLS time slot.
• Send emails to users.

Human Resource Business Partners (HRBPs) are typically part of larger organizations. They assume some managers' responsibilities so that managers can address the core needs of the team. In SAP SuccessFactors Learning, there are alternate managers: people to whom you can delegate training responsibilities (e.g., assigning or approving training).

HRBP User mapping is managed in the system via the User Connector. HRBPs can manage their employees via an interface similar to the Manager interface. They can view the list of all employees they manage, browse their learning plans, and perform actions such as Assign/Remove Learning, Add to History, and Register/Withdraw for their users.

• Managers can assign learning, register employees for training, view progress, send reminders, add history records, and delegate responsibilities, including assigning alternate managers.
• Managers can access direct and indirect reports’ Learning Plans, assign/remove training, manage enrollments, view history, and send reminders directly from the Team View page.
• Managers and designated approvers can approve or deny training requests, such as class registration or withdrawal, with notifications sent to employees upon decisions.
• Managers can assign up to 10 alternate managers for temporary responsibilities or delegate tasks to other users while defining permissions for each delegate.
• Instructors manage class logistics, including scheduling, attendance, manual completions, launching feedback surveys, and updating virtual learning sessions (VLS).
• HRBPs manage employees through the manager-like interface, with actions like assigning/removing learning, adding history records, and registering employees for classes.

Based on the content in this section, please review the list of implementation decisions your company may need to make before implementation begins and discuss them with your stakeholders, project team, and SAP SuccessFactors implementation consultants. In this way, you will be better prepared to begin the implementation.

• What different types of users will you need to access the system or be tracked in the system?
• What menu activities do you want to enable?
• What links and menus should only be available to certain types of users and not others?
• What approval processes might be needed for users to register into a class, withdraw from a class, or launch an online item?
• What approval roles (other than Manager levels 1 and 2) will need to be created?
• Will the users in these roles handle approvals by security domain or by organization?
• Should items with retraining reappear on the learning plan immediately or 90* days before they are next due? (Note: *90 days is just an example – you may decide how many days for each of these configuration settings)
• Should free-floating items be hidden from the learning plan until 90* days before they are due? (Note: *90 days is just an example – you may decide how many days for each of these configuration settings)
• Are there different types of users (such as employees, contractors, customers, or vendors) that should see certain menus and links but not others? User roles may be created and assigned to different users if necessary. Easy links may be distributed among these user roles.
• What content should appear on the first Landing Page and what content should appear on any other Landing Pages your company has created?
• Manager access to menus and actions is determined by permissions. What functions do you need to make available to your managers?
• Which actions do you want managers to be able to perform?
• If enabling the Manage Delegates feature for your company, you will need to decide whether the manager can pick and choose which permissions each delegate can perform. Or you can set it up so that managers delegate only those permissions configured in a predefined system-wide list.
• Which abilities should be available to instructors? Will some instructors have different permissions than others?
• Is there functionality you need instructors to have that is not available on the user side that would require them to have an administrator account and role?
• In addition to the standard activities that appear for a user (depending on their role), you can define up to 10 other Easy Links. Decide if you want to: set shortcuts to jump to other menus in SAP SuccessFactors Learning, Create links to external sites that will open in separate browser windows, and limit the use of each link to a specific set of users based on user role (access to menus). What other links would you want or need to define?